RFP Amendment 5 – Facilities Management Services

This is Amendment 5 to Request for Proposals #32110-45825 issued by the State of Tennessee, Department of General Services, for comprehensive statewide facilities management services. The RFP seeks a single contractor to manage day-to-day facility operations and maintenance across 769 properties totaling approximately 20.4 million square feet serving state agencies, local governments, and higher education institutions throughout Tennessee. Services encompass janitorial and custodial operations, landscape and grounds maintenance, preventative and remedial maintenance, facility inspections, emergency management, equipment and asset management, project management, and 24/7 call center services. Amendment 5 updates the RFP Schedule of Events with revised critical dates: the mandatory pre-response conference is scheduled for March 16, 2026 at 1:30 p.m.; the Notice of Intent to Respond deadline is March 17, 2026; written questions Round 1 deadline is March 20, 2026; Section A(1) responses are due April 23, 2026; mandatory site visits are scheduled for May 7 through May 22, 2026; the final response deadline is June 29, 2026 at 2:00 p.m.; technical evaluations conclude by July 16, 2026; oral presentations/interviews occur July 27 through July 31, 2026; cost proposal opening is August 3, 2026; Notice of Intent to Award is released August 14, 2026; the protest period ends August 21, 2026; contract negotiations extend from August 24 through October 9, 2026; and the contractor signature deadline is October 15, 2026 at 2:00 p.m. The contract structure includes an initial sixty-month term with four optional renewal periods (one twenty-four-month option and three twelve-month options) for a maximum total contract duration of 120 months.

The State estimates total purchases under the contract at $1,500,000,000 with no minimum purchase guarantee specified. Compensation is structured through individual Operations Budgets for each Participating Entity (weighted at 40% for Department of General Services, 30% for Tennessee State University, 10% for Tennessee Wildlife Resources Agency, 10% for Department of Transportation, and 10% for Department of Disability & Aging) that include management fees, labor costs with burden rates, supplies and materials, and call center and computerized maintenance management system fees. The contractor's management fee is 50% at-risk, subject to performance against Key Performance Indicators and Service Level Agreements. Respondents must demonstrate financial stability through current credit ratings, maintain a 24/7 call center, achieve a minimum 60% response rate on the Services Matrix, and provide evidence of managing multi-site portfolios encompassing at least five different facility types across a minimum of ten million square feet for five consecutive years. The RFP documents contain no set-aside designations or restrictions limiting responses to particular entity types, disadvantaged enterprises, or minority-owned businesses; any organization meeting the qualifications may respond. The contractor must pass through all subcontractor expenses without markups and maintain comprehensive insurance coverage including commercial general liability of $2,000,000, cyber liability of $3,000,000 to $5,000,000, crime insurance of $1,000,000, and automobile liability of $1,000,000.